One of the most important decisions when it comes to successful corporate management is deciding on the right venue. This is because the venue also affects other factors, such as budget, schedule, guest experience, catering, and activities.
When choosing the right venue, it can be hard to imagine what it’ll look like during the event, especially if there are hidden restrictions or additional fees. So, before signing the contract, you should be aware of everything and ask questions about things that aren’t included in the contract.
In this article, we’ll discuss some of the questions you should ask before booking an event venue.
1. Is the Venue Available on Our Preferred Date?
When looking for the right venue, most corporate event details are almost locked in, so it’s easier to decide. And one of the pieces of information you need to secure is whether the venue is available on your preferred date. So, it’s one of the first questions you should ask.
2. How Many Guests Can the Venue Accommodate?
A venue can be captivating, but can it accommodate all the attendees for the event? This is why you should ask the venue’s maximum capacity. In some cases, the capacity may change depending on the layout of the seating, so you should also finalise it before you start looking for a venue.
3. What Is Included in the Venue Hire Fee?
When conducting an ocular, the venue might be styled based on an ideal set-up. However, you shouldn’t assume that everything you see is included in the actual event. So, it’s best to clarify whether the tables, chairs, sound equipment, basic lighting, and staff assistance are included in the venue hire fee.
4. Are There Any Additional Fees?
When it comes to corporate event management, you need as much help as possible. And if the venue offers additional services, you won’t need to hire third parties, and things can run smoothly. So, you should list all services you need and ask whether they come with additional fees.
5. What Are the Payment and Cancellation Terms?
Before signing the contract and paying the deposit, you should ask about the venue’s payment and cancellation terms. Specifically, ask about the additional fees for cancellation and rescheduling, in case there are emergencies on the day of the event. Besides, these should also be included in the contract.
6. Can We Use Our Own Caterer or Vendors?
If you prefer to bring your own vendors or caterer, ask the venue manager about this. In some cases, they don’t allow it, so it’s best if you can clear things up as early as possible.
7. What Catering Options Are Available?
If the venue you’re eyeing comes with catering services, ask about the available options, including dietary requirements, pricing, and service arrangements. For instance, it can be a buffet, plated meals, or cocktail food. If you have clear information about the food services, there won’t be any surprises along the way.
8. What Equipment and Technology Are Available?
Modern corporate events require devices and audio-visual equipment, especially if they’re about product launches, presentations, or seminars. It’s important to clarify the available equipment, so that you know what to bring for the event. However, if possible, you should also bring additional items for backup.
9. Are There Restrictions on Decorations?
Some venues don’t allow excessive decorations, so before looking for one, you should already have a draft of what the decorations will be, so that you’ll know the restrictions. For instance, items such as confetti, candles, fog machines, and adhesive materials might not be allowed, so check them in advance.
10. What Are the Noise and Entertainment Restrictions?
Some venues don’t allow loud music, especially if it’s around residential areas. Others only allow music within certain hours. Meanwhile, if you need the freedom to be loud for the whole event, ask about it right away.
11. What Are the Setup and Pack-Down Rules?
The venue’s schedule is also important. Corporate events often need a few hours to set things up before starting. And if there’s another event happening, it won’t work. So, when booking the event, you should include the hours of preparation and pack-up.
12. Is There Adequate Parking and Public Transport?
Corporate events usually have a lot of attendees, which is why the venue should also offer enough parking space and easy access to public transportation. Besides, being able to go to and leave the venue can significantly improve the overall guest experience.
13. Is the Venue Accessible?
Once the guests reach the venue, there should be enough access to everything, including the entrance, emergency exits, toilets, elevators, stairs, and seating arrangement.
14. What Safety and Security Measures Are in Place?
Asking about the security and safety of the place is also something you should include on your list. You should have a copy of the floor plan and identify the security staff, emergency exits, fire safety equipment, and first-aid area.
15. Who Will Be Our Main Venue Contact?
For the planning and execution of the event, you should have a contact person who can help you navigate the venue. They should be available throughout the preparation time, including the whole day of the event.
16. What Happens If Something Goes Wrong?
No matter how much you prepare, you can still encounter problems along the way. And since you’re aware of this, you can list some scenarios and ask about the things the venue manager can contribute. For instance, if the electricity suddenly goes out, do they have emergency generators you can use?
Final Thoughts
Booking the right corporate event venue can be overwhelming, especially if you’re expecting a lot of attendees. By considering the questions listed in this article, you can find the right one in an easier way.
